General Purchasing FAQ - Topic Directory:
Click here for Payment Processing FAQs
Click here for *Restricted Commodity purchasing FAQs
*Restricted or "nonstandard" commodities include purchases such as biological materials, laboratory chemicals, software, controlled substances, event-related bookings, blood products, and HIV p24 Antigen Capture kits. See this page for the full listing of restricted commodities.
Yes, this is a restricted commodity. There are special requirements for purchasing biological materials from new
Biological materials must be purchased from University-wide contracted suppliers or suppliers already established in the supplier database as viewed in the PantherExpress System. If you need to obtain biological materials from a new supplier, then you must follow this process.
The same process applies to purchases of laboratory chemicals.
Please be advised that when submitting a Biological Materials or Laboratory Chemicals form that it can take up to 2 weeks for completion.
Who has authority to sign a contract?
Only personnel authorized by the University’s Bylaws and the Board of Trustees can sign contracts on behalf of the University. This includes the Chancellor, the Provost, all Vice Chancellors, and those delegated in writing by a person authorized to do so by the Board of Trustees.
Contracts presented by a supplier: Regardless of the contract value, if your department is being asked to sign a contract
by a supplier, the contract should be sent to Purchasing Services for review and
signature. If required, Purchasing Services will coordinate a review with the Office of University Counsel.
Contracts using standard University terms and conditions: The University has developed several standard contracts for services.
For agreements valued at $10,000 or less, you can contact the supplier and determine
if it will accept one of these contracts with no changes. If so, you should have
the supplier and a responsible department administrator sign the agreement. If the
supplier wishes to propose changes, request a written summary of the changes and
forward to Purchasing Services for review, approval, and signature.
Competitive bidding is required whenever a planned purchase of goods or services
will be $10,000 or higher. University policy 05-02-16 outlines the competitive bidding
requirements. It is important to note that competitive bidding is not required when
using University contracted suppliers.
If your department needs to do competitive bidding for an order of $10,000 or greater,
you should submit a web inquiry through PantherExpress Customer Service. State
that you are requesting assistance with a competitive bid.
Competitive bidding is advantageous for several reasons. It ensures that your pricing
will be competitive within the marketplace. If a supplier is in a competitive situation,
it is more likely to provide its most aggressive pricing and other terms. Bidding
also ensures you are in compliance with University policy and other applicable federal
and state regulations for grants and research.
Should I use a *Diverse Business Enterprise (DBE) even if there is a contracted
supplier that offers the product?
No - only if the contracted supplier happens to be a DBE. The first choice in supplier
selection is always to use a contracted supplier. The process for determining contracted
suppliers considers price, quality, delivery, service and business management in
an effort to obtain the best overall value for the University.
At the outset of this process every effort is made to include qualified DBE’s for consideration. If it is discovered that the DBE represents the best overall value to the University during this process, then it is awarded contracted supplier status.
There are several DBE suppliers that are also contracted suppliers. You can find
these contracted DBE suppliers on the contracted supplier listing under DBE. If
a DBE is not listed as a contracted supplier, then select a suitable non-DBE supplier
from the contracted supplier directory.
If you are a researcher attempting to fulfill the requirements of a subcontracting
plan, consider using one of the DBE non-contracted suppliers.
*The term "Diverse" Business Enterprise (DBE) shown here = the term "Disadvantaged" Business Enterprise (DBE) used in the Federal Acquisition Regulation (FAR) guide.
[Guest] Speaker/Participation Content Recording Agreement (previously referred to as "Guest Speaker Agreement")
Departments are not required to complete a speaker agreement for guest speakers/honorarium recipients.
If you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. In this case, please use the Speaker/Participation Content Recording Agreement available from the Office of the Provost website.
If you need to pay an honorarium recipient, honorarium payments for visitors are now processed through Concur. See below for details and instructions:
How to Pay [Guest] Speakers/Visitors
[Guest] speakers can be paid through Concur.
The University often pays honorariums to visitors. Examples of visitors include members of Boards of Visitors, guest speakers, panel members, judges, peer or program review members, and symposium speakers. The University may agree to either reimburse visitors’ travel & business (T&B) expenses or only pay an honorarium. In some cases, the University may also agree to both (reimbursement and honorarium payment).
Streamlined one-stop payment functionality
With the discontinuation of the University’s use of PRISM iExpense, we have moved to the Concur application for online travel and business expense processing which includes honorarium payments. The Concur application was implemented on March 1, 2017 and fully replaced PRISM iExpense on July 1, 2017. Users will enter both the expense reimbursement and honorarium payment on one expense report in Concur.
Although substantiated expenses are not tax-reportable according to IRS regulations, honorarium paymentsaretax-reportable. The IRS requires that all tax-reportable payments totaling more than $600 in a calendar year must be reported to the IRS and U.S. payees on IRS form 1099. Please select the appropriate honorarium expense type within concur to ensure proper tax reporting:
- Honorarium – Board of Visitors
- Honorarium – Guest Speakers
- Honorarium – Judge
- Honorarium – Other
- Honorarium – Panel Members
- Honorarium – Peer/Program Review
- Honorarium – Symposium
Payments to visitors – information that is required
In addition to identifying the type of honoree, you also must provide an IRS form W9 if the honoree has not been paid within the last 24 months. Documentation should be attached to the honorarium payment request in Concur.
Payments to visitors - information that is NOT required
In accordance with the Provost’s email dated August 27, 2014 to Deans and Department Chairs titled “Visitors to Campus,” payment requests for visitors do not require a Speaker or Visitor Agreement. Consistent with previous practices, a Directed or Sole Source Justification form will not be required, nor will a certificate of insurance. If you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. A new streamlined “Speaker/Participation Content Recording Agreement” is available from the Office of the Provost website.
Other types of payments to visitors that may not be processed through Concur
It should be noted that this process may not be used for professional speakers who would like to execute a contract with the University. Unlike guest speakers, whose primary reason to visit is to share knowledge and expertise, professional speakers conduct lectures as their primary trade or business and are frequently represented by speakers’ bureaus. While the University does not require a contract for professional speakers, the professional speakers themselves may require that the University sign a contract. If that is the case, please submit the contract provided by the speaker to Purchasing Services through the Supplier Provided Agreement specialty form in the PantherExpress System.
On occasion, University departments require entertainers, musicians, artists or other similar performers. There may be special contract requirements and documents for these presenters. Please contact the procurement specialist assigned to your area to discuss contracts for these services.
How to pay foreign national visitors
We are currently working on automating the process of requesting payments for foreign national honorariums and associated expenses. Until the automated process is available, please continue to submit as you have in the past. If you have questions about paying foreign nationals, please contact PantherExpress Customer Service by submitting an online inquiry or by calling 412-624-3578.
Guest speakers from outside the United States
You may have guest speakers from outside the US. However, they must have the proper travel documents if there are to be any payments (honoraria). See the Foreign National section for payment requirements.
Can my department give gifts or a gift card to faculty, staff, or students to show our appreciation?
According to the Internal Revenue Service, gift cards are to be considered the same as cash. Therefore, purchases of gift cards may not be reimbursed. Employees may use their own funds to give gifts (of any type) to anyone (staff, student, friends, family, etc) and may take up a collection or “pass the hat” to purchase any type of gift to be given to anyone.
- Employees will not be reimbursed for personal gifts or other personal expressions
of appreciation given to anyone.
- Employees may not use University funds for gifts or personal expressions of appreciation.
- Employee’s personal funds (individual or group) must not be combined with University
funds at any time.
- Personal funds may not be deposited into a University account (bank account, petty cash
fund, etc.) with the expectation that the University will pay for the gift.
Insurance Requirements for Contracts
Why is insurance for contracts required?
The Office of Risk Management has posted information and guidelines on its FAQ regarding insurance requirements for contracts. This information is located on the Office of Risk Management's website at https://www.cfo.pitt.edu/risk/insuranceReqFAQ.html. Please note that this page is restricted to users with access to PittNet (wireless or wired). If you are unable to access the Insurance FAQ, please refer to these instructions on how to connect to PittNet.
What is required to waive or reduce an insurance requirement?
The Purchasing Services Department will work with individual University departments on a case-by-case basis in regards to any requests by suppliers to changes to the University’s minimum insurance requirements. Simply contact your Purchasing Services procurement specialist to discuss any requests for changes to the University’s minimum insurance requirements.
Kindles, eBooks, eJournals and business-related mobile apps not sold through CSSD's Software Distribution Services may be purchased on a personal credit card.
How is reimbursement handled?
Reimbursement for the faculty/staff member’s personal credit card is done by submitting a Travel and Business (T&B) request through Concur. Justification of the purchase is required.
Can you provide more detailed guidance on these types of purchases?
University of Pittsburgh faculty and staff who wish to purchase applications for University-owned mobile devices should use their personal credit card for the on-line purchase of the business-related application(s), and subsequently submit a T&B request through Concur for reimbursement for the purchase of the business-related application(s). The T&B request must include the name of the app as well as the business purpose of the app to be reimbursed. If this information is missing then the T&B request will be returned.
Please make certain to print and retain copies of all e-mail receipts which you receive from iTunes or the mobile application provider as confirmation of your purchase(s), and submit an electronic copy of the receipt(s) with your T&B request through Concur.
- Only those P-Card holders with proper training and approval may purchase software with the P-Card. Therefore, only those P-Card holders may use their P-Card to purchase mobile computing applications.
- University policies #05-08-01 and #10-02-05 require that any and all mobile device applications which are purchased for and downloaded to University of Pittsburgh-owned mobile devices such as the iPad, as well as the data stored on these same devices, must be for official University use only.
- IRS regulations require that those individuals to whom the University-owned device was assigned must reimburse the University for personal use of the mobile device as well as for the cost of the non-business applications and/or data content which have been downloaded onto the mobile device.
- Accordingly, any and all mobile device applications which have been paid for by the University should reside on a University-owned device only, not on a personally-owned mobile device.
Are there special requirements for purchasing laboratory chemicals from a new supplier?
Yes, this is a restricted commodity. There are special requirements for purchasing laboratory chemicals from new
Laboratory chemicals must be purchased from University-wide contracted suppliers or suppliers already established in the supplier database as viewed in PRISM or the PantherExpress System. If you need to obtain laboratory chemicals from a new supplier, then you must follow this process.
The same process applies to purchases of biological materials.
Please be advised that when submitting a Laboratory Chemicals or Biological Materials form that it can take up to 2 weeks for completion.
*Restricted or "nonstandard" commodities include purchases such as biological materials, laboratory chemicals, software, controlled substances, event-related bookings, blood products, and HIV p24 Antigen Capture kits. See this page for the full listing of restricted commodities.
My department wants to borrow a supplier-owned item and use it on a trial (no-cost) basis. The supplier will deliver the equipment. What do I need to do? Who is responsible for initiating loan agreements?
Prior to accepting the item for use, University departmental purchasers are responsible for processing a Loan for Use Agreement for all no-cost loan transactions on equipment requested from suppliers on a trial, demonstration, or evaluation basis.
Do I need to submit the Loan for Use Agreement to Purchasing Services prior to accepting the supplier-owned loaner item?
If the fair market value of supplier-owned equipment is less than or equal to $10,000 and you are acquiring them using the Loan for Use Agreement, the University departmental purchaser does not need to submit anything to Purchasing Services. In this case, appropriate departmental personnel may sign and authorize the Loan for Use Agreement thus accepting responsibility for all commitments thereof.
However, if the fair market value of the supplier-owned equipment is greater than $10,000, the departmental purchaser must submit a Loan for Use Agreement to Purchasing Services for review, approval, and execution. The departmental purchaser is responsible for adhering to the terms and conditions of the equipment loan and for the documentation, which establishes the binding agreement.
Do I need to follow the competitive bidding guidelines described in policy 05-02-16 for supplier-owned loaner equipment?
Policy 05-02-16, competitive bidding, applies only if a department is considering purchasing the equipment. This policy does not apply to the actual loan of supplier-owned equipment.
How do I determine the fair market value of the item?
The supplier will be able to give you the fair market value of the item.
How long may my department keep supplier-owned equipment?
A Loan for Use Agreement is to be used when suppliers are loaning equipment to the University on a short-term, trial basis. All loaned property should be returned to the supplier at the end of a mutually agreed upon term and no later than six calendar months upon receipt.
Can the Other Payment Request Specialty Form in the PantherExpress System be used to pay for products from a supplier or vendor?
The Other Payment Request Specialty Form may not be used to purchase goods. Purchasing goods through the OPR Specialty Form is a violation of University policy. Goods must be purchased through a Purchase Order in the PantherExpress System or on a P-Card to protect your department and the University. The University is
not protected if goods are paid for through the OPR Specialty Form because the University’s terms
and conditions are not associated with this transaction. This means that you are
at significant risk for the following:
- Little or no protection against lost, stolen or damaged goods
- No formal proof of order.
- Default acceptance of the supplier’s terms. These terms are often unfavorable.
- Minimal or no warranty protection.
- Difficulty returning or replacing items.
View this page to see all P-Card information and FAQs.
To purchase goods, departments must use a University approved purchase order generated from the University's PantherExpress System. In order to minimize risks
to your department, you should always purchase using the University's standard terms and conditions of purchase. The only purchases covered by these terms are those done through a University purchase order from PantherExpress System or through a contract
approved by the Purchasing Services Department and the Office of University Counsel. If you're buying without a purchase order or approved contract, you may severely limit your department's ability to file a claim against the supplier if the goods are defective, cause injuries, or cause property damage. Additionally, if the goods are damaged, late or incorrect, you may have little or no rights to have the goods returned or replaced.
1. Check to see if the product is available from one of the University-wide contracted suppliers. If so, then you should purchase it on PantherExpress System. This is the fastest,
easiest way to buy quality products at discounted prices with many other pre-negotiated
benefits and contractual protections.
2. If a University-wide contract is not available, then the proper method for ordering goods is a University of Pittsburgh purchase order generated through the PantherExpress System as these
purchase orders carry the University's standard contractual terms and conditions.
3. A Procurement Card (P-Card) may be used for emergency or non-routine purchases, however, unless you're buying from a University-wide contracted supplier, P-Card purchases do not provide you with the University's contractual protections. No other method is permitted. Reimbursement for purchased goods via Travel and Business Expense Report is only permitted for emergency purchases, such as when equipment breaks while traveling on business.
May I place orders with suppliers using their web/internet based order processing tools rather than using University systems?
No. It is against University Policy to enter into purchase agreements or place orders using any other method except the PantherExpress System or the P-Card. Any other system may expose the University to terms and conditions that are not in agreement with our own. Please contact Purchasing Services if you have unique circumstances.
Yes, but it is not recommended. Presently, there is no policy that prohibits purchases from EBay or Amazon that are legitimate, prudent, and otherwise not in violation of any existing University purchasing, P-Card, or other policy. Generally, while purchases of under $10,000 do not need competitive bidding, it is in a department's best interest to conduct due diligence in all cases to ensure that the lowest total cost of ownership is achieved. This would include salary dollars spent shopping for items; the risks of purchasing from unknown suppliers;, including buying "gray market" products that seem new, but are actually being repurchased and do not have warranties;
receiving damaged goods and the difficulty in getting replacements or refunds. Also, Purchasing may not be able to provide any assistance if a problem develops with a non-contracted supplier. The ultimate costs can far outweigh any immediate perceived savings.
From a departmental policy standpoint, Purchasing Services strongly recommends that departments require that their buyers comply with Policy 05-02-15 to use contracted suppliers and that PantherExpress System (formerly PantherBuy) be used if the product is available there.
I understand that Amazon now charges sales tax in Pennsylvania. How do I ensure that Amazon does not tax my University purchase since the University is exempt from sales tax?
The Amazon Tax Exemption Program only applies to purchases made directly from Amazon.com LLC or Amazon Digital Services, Inc. (Amazon) and ordered via a specific customer account. Sales tax may still be charged on items ordered from other sellers that list products for sale via Amazon. If sales tax is still showing on your orders from Amazon, please contact Amazon via email at email@example.com.
The University does not have a main account with Amazon that covers all University purchases. Thus, any department that wishes to order from Amazon must establish a department-specific account and be sure that the account is configured as tax-exempt by applying to and visiting this site. You will need to provide a copy of the University’s PA Exemption Certificate.
Click here for Purchasing Guides (How to purchase goods, services, and event-related bookings)
How do I process a purchase order?
A University of Pittsburgh purchase order may be generated only through PantherExpress System. No other forms may be used, including forms internally-created by a department. Purchase orders or purchase order numbers are never to be given verbally to a supplier. They must be transmitted to a supplier in writing through PantherExpress System.
Use of the proper forms is important for several reasons: First, these forms ensure the University is legally protected from defective equipment, poor supplier performance, late deliveries, and insurance related matters. Second, the forms ensure compliance with the University's Board of Trustees resolutions regarding authority to sign contracts. Third, unauthorized methods, especially verbal orders, lead to incorrect orders, late or no delivery, and invoice discrepancies.
What is the accepted procedure for the submitting PantherExpress System requisitions?
- All requisitions must be submitted electronically through the PantherExpress System.
- All requisitions must have supporting documentation attached when the requisition
is created in the PantherExpress System.
- Requisitions lacking proper supporting documentation will be returned to the requesting
Are the companies listed in the PantherExpress System considered University-wide contracted suppliers?
Not all suppliers listed in the PantherExpress System are considered University-wide contracted suppliers. These suppliers were selected through a rigorous evaluation process and consultation with University product advisory groups. These suppliers offer competitive pricing, high quality products, and outstanding customer service. Non-contracted suppliers listed in the PantherExpress System are considered approved for use with the exception of goods/services offered by University-wide contracted suppliers.
Am I restricted in selecting suppliers?
University Policy 05-02-15 requires the use of University-wide contracted suppliers, when available, for the product being purchased.
Can I place orders with suppliers using their web/internet based order processing tools rather than using University systems?
No. It is against University Policy to enter into purchase agreements or place orders using any other method except the PantherExpress System or the P-Card. Any other system may expose the University to terms and conditions that are not in agreement with our own. Please contact PantherExpress Customer Service if you feel there is a unique need.
How do I add or reactivate a supplier?
The supplier should complete Section 1 of the Supplier Verification Form and return it along with the appropriate IRS document.
Your department should complete Section 2 of the Supplier Verification Form and submit the completed form with the IRS document to PantherExpress Customer Service (116 Atwood Street).
How do I make changes to a supplier?
Adding Purchasing Sites:
If a supplier already has a purchasing site on the system, follow these instructions to add another site: Fax a new IRS Form W-9 to payment processing using fax number 412-688-6078 or email a scanned copy to firstname.lastname@example.org.
If a supplier does not yet have a purchasing site on the system, follow these instructions to add a site: Submit a new Supplier Verification Form to PantherExpress Customer Service using Fax number 412-688-6041, email a scanned copy to email@example.com, or send through interoffice mail to 200 ATWOD.
For changes in a supplier’s name, address, or tax identification number all sections of the Supplier Verification Form must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.
How do I update or change a supplier's fax number?
To change a supplier’s fax number please submit the change through the PantherExpress Purchasing inquiry under "other."
Should I use a Diverse Business Enterprise (DBE) even if there is a University-wide contracted supplier?
Generally, no, the first choice in supplier selection is always to use a contracted supplier. If the University-wide contracted supplier happens to be a DBE, then it would be ideal to use this DBE supplier. The process for determining Universty-wide contracted suppliers considers price, quality, delivery, service and business management in an effort to obtain the best overall value for the University.
At the outset of this process every effort is made to include qualified DBE’s for consideration. If it is discovered that the DBE represents the best overall value to the University during this process, then it is awarded Universty-wide contracted supplier status.
There are several DBE suppliers that are also Universty-wide contracted suppliers. You can find these Universty-wide contracted DBE suppliers on the Universty-wide contracted supplier listing under DBE. If a DBE is not listed as a Universty-wide contracted supplier, then select a suitable non-DBE supplier from the Universty-wide contracted supplier directory.
When do I use a Supplier Verification Form?
Use a Supplier Verification Form to provide PantherExpress Customer Service with the required information to establish a new supplier or change an existing supplier the supplier database. When submitting Supplier Verification Forms to PantherExpress Customer Service, please adhere to the following guidelines:
- Use the only the current version of the supplier verification form found on the "Forms" page. Only current versions of the Supplier Verification Form will be processed.
- Check the DUNS field. If the supplier completes page 1 of the Supplier Verification Form, it is the department’s responsibility to make sure that the DUNS field is complete.
- Only complete Supplier Verification Forms will be processed.
How do I submit a Supplier Verification Form to PantherExpress Customer Service?
- Fill out the Supplier Verification Form and save it to your computer.
- Fax the completed form (including the W-9) to PantherExpress Customer Service at 412-688-6041.
How long does it take to activate a Supplier Verification Form in the PantherExpress System?
The PantherExpress team has worked diligently to ensure fast supplier activation in the PantherExpress system. The turnaround time for a "clean" (i.e. complete, accurate, and legible) Supplier Verification Form is 24 hours. However, if there are questions about the Supplier Verification Form, or if information is missing, it can take longer for activation to occur.
How do I process a Services Agreement?
If the service provider is a resident of the United States, use the Services Agreement Checklist to guide you through the process.
Every country has its own contracting, employment, tax, social insurance and other laws that may increase contracting complexity affect the operations of your international project, or result in hidden costs to your department. In addition, the University's standard services agreements and other standard agreements, which generally work well when contracting inside the United States, often do not work well with international service providers.
We are here to help you sort through those complexities and to create an agreement that works well for your international project or program.
Please contact your procurement specialist as soon as you believe there is a possibility that you may need to contract for services outside of the United States. Purchasing Services will facilitate all international service agreements.
Tips for contracting for services outside the U.S.:
- Contact your procurement specialist as early as possible.
- If possible, an international partner, such as another local (destination country) university, museum or hospital, may be able to assist you in navigating local laws and culture.
- Contracting for services with international corporations versus individuals generally presents fewer local compliance risks, but we understand that this may not always be possible.
- The University’s insurance requirements are not always appropriate for international contracting and thus may be waived or changed in order not to hinder your international contracting needs. Please be sure to discuss with your procurement specialist.
- Payment to non-US individuals may require special handling, again, please be sure to discuss your payment plans with your procurement specialist.
University policy number 05-02-16 requires competitive bidding for all purchases of goods or services greater than $10,000 with the exception of directed or sole source purchases. University policy number 05-02-17 governs the use of directed or sole source purchases.
What is the Directed or Sole Source Justification Form, and Where is it?
University purchasers must use the Directed or Sole Source Justification form to request an exception to competitive bidding by stating the reasons a particular supplier is a directed or sole source. The form is located on the PantherExpress Forms page.
Who can sign as an approver on the Directed or Sole Source Justification Form?
Only deans, department directors and department chairs ("3Ds") may sign as the approver on
the Directed or Sole Source Justification Form.
While many people at the University consider the Directed or Sole Source Justification
Form to be just another “purchasing form”, it is rather a document that is confirming
the fact that the requester does not have any personal financial conflicts with the
requested supplier. Only deans, department directors or department chairs would have
this information and may sign as approvers on the Directed or Sole Source Justification
form as they are the only individuals who will know the personal financial conflicts
of faculty and staff and thus it is not an administrative duty and cannot be delegated.
Thus associate deans, assistant chairs and others with similar titles may not sign
as the approver on the Directed or Sole Source Justification Form. Also, only those directors who are the highest ranking individuals in their departments are considered “department directors,” for example, the Director of the Payroll Department or the Executive Director of the DLAR. Thus an “administrative director” or “finance director,” for example, may not sign as a department director.
The approver must sign affirmatively recognizing and acknowledging 1) the financial
conflict (and how it is being managed) or lack of in his or her area of responsibility
and 2) that University business is being directed to a particular company. These
items are important as conflicts of interest and competitive bidding are serious
concerns for both the University and federal agencies.
The Purchasing Services staff often receive questions regarding the requirements of the requester and approver on the Directed or Sole Source Justification form and whether those individuals must submit the University of Pittsburgh Designated Administrator/Staff Form through the University’s Conflict of Interest (COI) Superform System.
While processing a Directed or Sole Source Justification form (DSSJF), Purchasing Services staff members also confirm that the requester and approver on the DSSJF have submitted the Designated Administrator/Staff Form in the COI Superform System. This is done in order to evaluate any conflicts of interest.
Some requesters and approvers have stated that they have submitted the Faculty/Researcher Form though the COI Superform System. The Faculty/Researcher Form, however, does not address financial conflicts of interest where the requester or approver may be directing purchases from suppliers.
The Provost’s Annual COI Memo states that the Designated Administrator/Staff Form “…must be completed by individuals who are full-time or part-time University administrators classified as Administrator IV or above and those of other classifications who are in a position to make, direct, or materially influence University business decisions (such as those who have significant input over the selection of outside vendors or providers of services)”
Purchasing Services reminds all requesters and approvers on the DSSJF to please submit the Designated Administrator/Staff Form as this will enable Purchasing Services staff members to process purchasing requests in a more timely manner.
The Supplier Verification form is to be used to provide Purchasing Services and Payment Processing with required information to establish a new supplier or change an existing supplier in the PantherExpress System.
Where can I find a Supplier Verification Form?
A current version of the Supplier Verification Form can be found on the PantherExpress Forms page.
What if my contract has payment terms other than net 30?
The University's payment terms are net 30. If your contract requires payment terms other than net 30, send an email to PantherExpress Customer Service.
Why is a DUNS number required on the Supplier Verification Form?
The University as a large recipient of federal funds regularly must report to the federal government and other industry groups (Star Metrics, for example) its spending with suppliers. This spending with University suppliers often must be reported by the suppliers’ DUNS numbers. Thus it’s necessary to record University suppliers’ DUNS numbers in the University supplier database in order to facilitate the required reporting. (Often suppliers will have multiple DUNS numbers, the University requires the DUNS number of the supplier’s headquarters location.) Bona fide independent contractors who are providing their social security numbers on a W-9 are not required to obtain a DUNS number.
Are there any special commodities or products that require that additional supporting documentation be attached to the Supplier Verification Form?
Yes. In order to add new suppliers of biological materials or laboratory chemicals to the supplier database, you will need to follow this process.